Resolution - 6447RESOLUTION NO. 644.7
A RESOLUTION OF THE CITY'COUNCIL OF THE CITY
OF WEST COVINA, ESTABLISHING A DESTRUCTION
OF OBSOLETE RECORDS POLICY FOR THE WEST COVINA
POLICE DEPARTMENT
WHEREAS, it has been found that. in(.eterminant retention of cer-
tain records kept by the TKest Covina Police Department is no longer of neces-
sity and is not feasible with respect to ava-il.able.sto.raae space, and:
WHEREAS, Section 34090 of the -California Government Code pro-
vides that with the approval of the City Council and -"the written consent of
the City Attorney, the head of a City department may destroy any record,
document, instrument, book or paper under his charge without making a copy
thereof, if the same is no longer required, Drovided_that certain records are
exempt from the provisions ofsaid section, as specifically enumerated in
Section 24090.5 of the Government Code, and:
i WHEREAS, the City Attorney has reviewed and has approved in
writing the Police Department's Destruction of Obsolete Records Policy in
accordance with the provisions of Section 2.4090 of the Government Code,
which Policy is attached..hereto as Exhibit "A".
NOW THEREFORE, be it resolved by the City Council of the City
of West Covina, as follows: -
Section I. The West Covina Police Department's Destruction
of Obsolete Records Policy, attached hereto Exhibit "A" and made a hart
thereof, is hereby approved.
• Section II. The Police Chief shall have ongoing authority to
authorize destruction of police records, in accordance with the approved
Destruction of Obsolete Records Policy.
Section III. The City Clerk shall certify to the passage and
adoption of the resolutionand the same shall thereupon take effect and be
in force.
APPROVED AND ADOPTED this 26th day of October, 1981.
-Mayor
APPROV AS TO FORM:
City Clerk.
I HEREBY CERTIFY that the foregoing resolution was duly adopted
by the City Council of the City of West Covina; California, at a regular meet-
ing thereof held on the 26th day of October, 1981, by the following vote of
:he Council.
AYES: Councilmen: Bacon, Tennant, Chappell, Tice, Shearer
NOES: None
ABSENT: None
City Clerk
APPROVED AS TO FORM:
_t me
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WEST COVINA POLICE DEPARTMENT
SUBJECT: DESTRUCTION OF OBSOLETE RECORDS POLICY
I
July 15, 1981
To eliminate outdated, obsolete and unnecessary
records which are of no use legally or otherwise to the Police
Department, in accordance with Sections 34090 of the Government
Code.
II
PROCEDURE
No police record, including any document, instrument,
book, receipt or paper, shall be destroyed, except in accordance
with the following procedure:
A. The Police Records Supervisor shall determine
that the record has been kept for the length of time required.
by Section III of this regulation and is of no further use to
the Police Department.
B. The Police Records supervisor shall then submit a
destruction request in writing to the Police Chief. The
destruction request shall identify the record to be destroyed
by type and shall show the age of the record.
C. Destruction of the record shall not occur until
the Police Chief has approved in writing the destruction
request.
D. Once approval to destroy the record has been
given by the Police Chief, the Police Records Supervisor shall
oversee the destruction and shall log the same in a master log
kept by the Police Chief. The log shall identify by type and
age the records that were destroyed, the method used and the
date of destruction.
III
SCHEDULES
A. Schedule 1. The following records must be kept
for at least two (2) years, after which they may be destroyed
without microfilming.
1. Daily logs.
2. Daily jail registers.
3. Officers daily activity sheets.
4. Court transmittals.
5. Warrant recall sheets and jackets.
6. DR/AR control logs.
7. EAP slips.
8. Bail receipts.
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9. Parking citations.
10. Run cards.
11. Traffic citations.
12. Misdemeanor citations.
13. T/C receipt books.
14. Daily jail rosters.
• 15. 11357 master cards.
16. 11357 citations.
17. Payroll records, except sick leave records.
18. Purchasing records.
19. Jail meal logs.
20. Notices of issuance of warrants of arrest.
21. AWWS control printouts.
B. Schedule 2. The following records must be kept
for at least three (3) years, after which they may be destroyed
without microfilming.
1. Correspondence.
2. Memoranda.
3. Sick leave records of terminated employees.
4. Training records of terminated employees. .
C. Schedule 3. The following records must be kept
for at least four (4) years, after which they may be destroyed
without microfilming.
1. Forged and NSF check case files.
2. T/C reports.
D. Schedule 4. The following records must be kept
• for at least five (5) years, after which they may be destroyed
without microfilming.
1. Citizen complaints, provided no recurrence of
a like incident.has been sustained.
2. F.I. file cards.
E. Schedule 5. The following records must be kept f6r at least
six (6) years, after which they may be destroyed without microfilming.
1. Evidence Cards.
2. Monthly ADP Summary.
3. Monthly ADP Report.
4. Crime Scene & T/C photographs, prints, which have been approved
_ for destruction by the Detective Bureau Commander.
F. Schedule 6. The following records must be kept
for at least ten (10) years, after which they may be destroyed
without microfilming.
1. Mug shots, which have been approved for destruc-
tion by the Bureau Commander.
2. Fingerprint cards, which have been approved for
destruction by the Detective Bureau Commander.
IV
ANNUAL REVIEW BY CITY ATTORNEY
The Police Records Supervisor shall be responsible
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for requesting an annual review of this regulation by the City
Attorney during November of every calendar year. This request
shall be made through the Police Chief.
CATEGORIES OF RECORDS
1. AWWS CONTROL PRINTOUTS: Listings of warrants
entered into the Automated Want Warrant System and summary
statistics reflecting service and recall of warrants in the
system and the amount of bail posted.
2. BAIL RECEIPTS: A three-part form bound in books.
Original copy to defendant, pink copy to court with money
order, yellow copy remains in book.
3. CHECK CASES: An envelope containing cancelled
checks, photocopies of driver's licenses, etc. needed to
prosecute forgery and NSF check cases.
4. 11357 CITATIONS: Citations issued for possession
of less than one ounce of marijuana.
5. CITIZEN COMPLAINTS: Complaints filed by citizens
alleging misconduct of officers together with statements,
investigation reports, notes, and other documents.
6. CORRESPONDENCE: Letters sent and received from,
sources outside city government which deal with general adminis-
trative matters.
7. CR CRIME REPORTS: Officers' reports covering the
results of preliminary investigation of crimes, supplemental
reports of detectives' follow-up investigation, and information
documenting evidence and final disposition of each case.
8. CRIME SCENE & T/C PHOTOGRAPHS: Negatives or
photographs taken at the scene of crimes and traffic collisions.
9. DAILY JAIL ROSTER: Documents the hourly prisoner
checks made by employees.
10. DAILY LOGS: A chronological listing of all
calls for service to which officers were dispatched. Compiled
with Run cards.
11. DR/AR CONTROL LOGS: Desk officer control log
books used by desk officers to asign arrest, crime, and traffic
report numbers. Contains information on type of crime, loca-
tion, name of victim or arrestee, name of officer assigned,
etc.
12. EAP SLIPS: Forms completed by Department employ-
ees documenting emergency aid rendered to individuals. One
copy retained within Department, one to supplier of services,
and one to County for payment.
13. EVIDENCE CARDS: Records the evidence held,
released, and destroyed by CR number.
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14. F.I. CARDS: Field interview cards document
contact between an officer and an individual. Included on the
card is name and address; physical description; time, date, and
location of the contact; and reason for the stop. F.I. Cards
are filed alphabetically in our Master Card File.
• 15. FINGERPRINT CARDS: Original fingerprints and
palm prints taken of arrestees, police employees, city employ-
ees, solicitors, etc.
f6. HANDWRITING EXEMPLARS: This is a handwritten
Jail Visitation form completed by each arrestee at the time of
booking. It is filed in his ID jacket.
17. ID (ARREST) DOCUMENTS: One folder for each
arrest made which contains the booking sheet, handwriting
exemplar, rap sheet, court disposition form, etc.
18. JAIL MEAL LOG: Records meals fed to prisoners
"per day.
19.. JAIL REGISTERS: List the name, booking number
and status of prisoners. Completed at time of booking.
20. JUVENILE CITATIONS: Citations issued to juveniles
requiring their appearance at Pomona Juvenile Traffic Court
rather than Citrus Court.
21. MASTER CARDS: Index cards which cross-reference
names with report,-- numbers. Cards are maintained in the master
name index, and list the case number and date of occurrence
• by name for suspects, witnesses, victims, reporting parties,
etc.
22. 11357 MASTER CARDS: Master cards pertaining to
suspects who have been issued citations for possession of less
than one ounce of marijuana.
.23. MEMORANDA: Correspondence of a general adminis-
trative nature between the Police Department and various other
branches of city government. Also includes similar material
internal to the Department.
24. MONTHLY ADP REPORTS: Computer prepared summaries
of crimes, arrests, response times, officer, performance, and
false alarms by month. Called -for -services breakouts by time
of the day, and of the week, and geographic area of the City.
25. MUG SHOTS: Negatives of identification photo-
graphs taken of each arrestee at the time of booking.
26. NOTICES OF ISSUANCE OF WARRANT OF ARREST:
Notices sent to individuals warning them that warrants are
about to be issued for their arrest unless they post bail.
27. PAYROLL RECORDS: This category includes Payroll
Compensation Request forms, crossing guard payroll records,
• reserve payroll records, payroll time sheets related to over-
time, and similar material.
28. PERSONNEL RECORDS - CURRENT: Includes background
investigation report, photograph, fingerprints, personnel
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transactions, sick leave record, performance evaluations,
and similar records on each current employee.
29. PERSONNEL RECORDS - TERMINATED: Same material as
#28 above for each former employee.
• 30. PURCHASING RECORDS: Department copies of purchase
orders, requisitions, and invoices, plus related correspondence
and manufacturers' literature.
31. RADIO LOGS: Computer -prepared reports listing
selected information from Run Cards in chronological order.
.32. RUN CARDS: Cards are initiated by Communication
Dept. They record the time call was received, time officer was
dispatched, arrived at scene and departed scene, and type and
location of call -and disposition. Cards are coded in records
bureau and input into computers.
.33. SHORT FORM INCIDENT REPORTS: Copies of the
monthly statistical report covering Police Department activi-
ties which is submitted to the City Manager.
34. STATISTICS DESK CONTROL LOGS: Control sheets
used by Account Clerk to account for receipt and computer data
entry of all reports and ID jackets.
.35. T/C RECEIPT BOOKS: A three-part form bound in
books. Original copy to purchaser of report copy, blue copy_
to Traffic Account Clerk with money, yellow copy remains in
book.
• A6. T/C REPORTS: Reports taken by Officers at the
scene of traffic collisions, including diagrams of the accident
scene and information concerning citations issued, City property
damaged, road and weather conditions, and disposition of
injured parties and vehicles.
.31. TIME SHEETS: Records of hours worked each day.
Supporting records for payroll preparation.
.38. TRAFFIC CITATIONS: Promises to appear in court.
Issued for traffic violations and misdemeanor O/R releases.
..39. TRAINING RECORDS - CURRENT: Includes background
investigation report, photograph, fingerprints, personnel
transactions, sick leave record, performance evaluations, and
similar records on each current employee.
40. TRAINING RECORDS - TERMINATED: Same material as
3-9 above for each former employee.
41. WARRANT JACKETS: Contains information regarding
actions taken in attempts to serve warrant and date recalled
by court or served.
42. WARRANT RECALL FORMS: Orders from the court for
• the return of warrants in our custody which have not been
served.
43. WARRANT TRANSMITTALS: Form letters used to
transmit warrants to the Department for service.
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44, W.C.P.D. MONTHLY ACTIVITY REPORTS: Copies of the
monthly statistical report covering Police Department activities
which is submitted to the City Manager.
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